Process Procedure 2021

Process & Procedures for Postgraduate Research Programs
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INSTITUTE OF POSTGRADUATE STUDIES
Master’s and Doctoral Degree Programme by Research
Process and Procedures of Postgraduate
Research Degree Programmes (Amendment 2021)
The Academic Rules & Regulations (Amendment 2021) is an important

reference for all postgraduate students of UiTM. Students are encouraged to read and familiarise
with all provisions applicable to the programme of studies and will be held accountable for any
action contrary to the regulations.
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LIST OF EDITORS
1. ZUHAINA BINTI ZAKARIA

2. SITI FARHANA BINTI ZAKARIA
3. AMAN MOHD IHSAN BIN MAMAT
4. FAIZ IZWAN BIN ANUAR
5. KHAIRUL SAFUAN BIN MUHAMMAD
6. ASMIZA BINTI SUPAR
7. HASLINA BINTI RAMLI
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TABLE OF CONTENTS
LIST OF EDITORS ........................................................................................................................... i

Table of Contents .......................................................................................................................... iii
SECTION 1: PROCESS & PROCEDURES..................................................................................... 1
1 INTRODUCTION ............................................................................................................... 2
2 APPLICATION AND STUDENT SELECTION .................................................................. 3
2.1 Application Process ........................................................................................................ 3
2.1.1 Master................................................................................................................................ 3
2.1.2 Doctoral Degree................................................................................................................. 3
2.1.3 Local Application................................................................................................................ 4
2.1.4 International Application .......................................................................................... 4
2.1.5 Application from UiTM’s Graduate and Final Semester Student ........................................ 6
2.2 Application Selection Process ....................................................................................... 6
2.2.1 Local Applicants................................................................................................................. 7
2.2.2 International Applicants ..................................................................................................... 7
2.2.3 UiTM’s Graduates and Final Semester Students ............................................................... 7
2.3 Letter of Offer ................................................................................................................... 7
2.4 Change of Application ..................................................................................................... 7
3 STUDENT REGISTRATION .............................................................................................. 9
3.1 New Student ..................................................................................................................... 9
3.1.1 Local Student ..................................................................................................................... 9
3.1.2 International ....................................................................................................................... 9
3.1.3 Registration process .......................................................................................................... 9
3.2 Returning student ............................................................................................................ 9
3.2.1 Reinstate Student ............................................................................................................ 10
3.2.2 Retaining Status (for thesis submitted) ............................................................................ 10
4 PROCESS OF ACADEMIC APPLICATION .................................................................... 11
4.1 Change of study mode (part time - full time) ............................................................... 11
4.2 Programme type (research/coursework/mixed mode) .............................................. 11
4.3 Programme/ Campus..................................................................................................... 11
4.4 Special Leave – Special Leave (CK) ............................................................................. 11
4.5 Deferment of Academic Semester (TG) ....................................................................... 11
5 NOMINATION OF SUPERVISORS ................................................................................. 13
5.1 Doctoral Degree ............................................................................................................. 13
5.1.1 Main Supervisor ............................................................................................................... 13
5.1.2 Co-supervisor .................................................................................................................. 13
5.2 Master ............................................................................................................................. 14
5.2.1 Main Supervisor ............................................................................................................... 14
5.2.2 Co- Supervisor ................................................................................................................. 14
5.3 Changing of Supervisors .............................................................................................. 14
6 RESEARCH PROGRESS REPORT ............................................................................... 16
7 DEFENCE OF RESEARCH PROPOSAL (DRP)............................................................. 17
7.1 IPSis Research Skills Seminar ..................................................................................... 17
7.2 Training in Innovation and Entrepreneurship Exploration (TIE2) .............................. 17
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7.3 DRP Session .................................................................................................................. 17

8 CONVERSION FROM MASTER TO DOCTORAL PROGRAMME ................................. 19
9 ACADEMIC INTEGRITY OF THE THESIS/DISSERTATION .......................................... 21
9.1 Thesis/Dissertation Competency ................................................................................. 21
9.2 Research Ethics ............................................................................................................. 21
9.3 Plagiarism ...................................................................................................................... 21
9.4 Declaration of Originality .............................................................................................. 22
9.5 Intellectual Property ...................................................................................................... 22
10 THESIS/DISSERTATION SUBMISSION ........................................................................ 23
10.1 Intention to Submit Thesis/Dissertation ...................................................................... 23
10.2 General Examiners Criteria ........................................................................................... 23
10.3 Master’s Degree ............................................................................................................. 24
10.3.1 Internal Examiner............................................................................................................. 24
10.3.2 External Examiner ........................................................................................................... 24
10.4 Doctoral Degree ............................................................................................................. 24
10.4.1 Internal Examiner............................................................................................................. 24
10.4.2 External Examiner ........................................................................................................... 24
10.5 Examiner Appointment Process................................................................................... 24
10.6 Submission of Thesis .................................................................................................... 25
10.7 Dissemination of Thesis ............................................................................................... 26
11 VIVA-VOCE ..................................................................................................................... 27
11.1 Online viva ..................................................................................................................... 27
11.1.1 Pre Online Viva ................................................................................................................ 27
11.1.2 During Online Viva ........................................................................................................... 27
11.1.3 Post Online Viva .............................................................................................................. 28
11.2 Role of Examiners ......................................................................................................... 28
11.3 Role of Students ............................................................................................................ 28
11.4 The Viva-Voce Committee ............................................................................................. 29
11.5 Result of the viva voce .................................................................................................. 29
11.5.1 Category 1: Pass ............................................................................................................. 29
11.5.2 Category 2 (a): Pass with Minor Corrections .................................................................. 29
11.5.3 Category 2 (b): Pass with Minor Corrections .................................................................. 29
11.5.4 Category 3: Pass with Major Corrections......................................................................... 30
11.5.5 Category 4: Re-Examination ............................................................................................ 30
11.5.6 Category 5: Failed ........................................................................................................... 30
11.6 Inconclusive Result ....................................................................................................... 31
12 POST VIVA PROCESS AND ENDORSEMENT OF RESULTS ...................................... 32
12.1 Correction Verification and Format Checking............................................................. 32
12.2 Thesis Verification Issues ............................................................................................. 34
12.3 Endorsement of Result ................................................................................................. 34
13 AWARD AND RECOGNITION ........................................................................................ 35
13.1 Graduate on Time (GOT) ............................................................................................... 35
13.2 Excellence Research Award (APC) .............................................................................. 35
13.3 Malaysia Technology Development Corporation (MTDC) Book's Prize Award ........ 36
13.4 Anugerah Sarjana Cemerlang Tuanku Canselor (ASCTC) ......................................... 36
13.4.1 General criteria for ASCTC .............................................................................................. 36
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13.4.2 Specific Criteria................................................................................................................ 37

13.4.3 Selection Process ............................................................................................................ 37
13.5 Anugerah Kedoktoran Cemerlang Tuanku Canselor (AKCTC) .................................. 37
13.5.1 General criteria ................................................................................................................ 37
13.5.2 Specific Criteria................................................................................................................ 37
13.5.3 Selection Process ............................................................................................................ 38
14 ACADEMIC APPEALS ................................................................................................... 39
14.1 Appeal to review the viva voce result (GV Status)...................................................... 39
SECTION 2: FLOWCHARTS ........................................................................................................ 41
FLOWCHART 1(a): APPLICATION AND REGISTRATION (LOCAL STUDENTS) ..................... 42
FLOWCHART 1(b): APPLICATION AND REGISTRATION (INTERNATIONAL STUDENTS) .... 43
FLOWCHART 2: ACADEMIC APPLICATION .............................................................................. 45
FLOWCHART 3: APPOINTMENT OF SUPERVISORS ................................................................ 46
FLOWCHART 4: PROGRESS REPORT MONITORING .............................................................. 48
FLOWCHART 5: DEFENCE OF RESEARCH PROPOSAL.......................................................... 49
FLOWCHART 6: CONVERSION FROM MASTER TO PhD ......................................................... 51
FLOWCHART 7: NOTICE OF INTENTION TO SUBMIT THESIS AND EXAMINER’S
NOMINATION ................................................................................................................................ 52
FLOWCHART 8: THE PROCESS OF THESIS SUBMISSION TO VIVA VOCE ........................... 53
FLOWCHART 9: ONLINE VIVA-VOCE ........................................................................................ 54
FLOWCHART 10: VERIFICATION OF PLAGIARISM .................................................................. 55
FLOWCHART 11: POST-VIVA PROCESS & ENDORSEMENT OF RESULTS ........................... 56
FLOWCHART 12: APPEAL PROCESS ........................................................................................ 58
FLOWCHART 13: APPEAL TO REVIEW VIVA VOCE RESULT (GV STATUS) .......................... 59
SECTION 3: APPENDICES........................................................................................................... 61
APPENDIX 1: LIST OF ENGLISH ENTRY REQUIREMENT FOR POSTGRADUATE
PROGRAMMES IN UiTM .............................................................................................................. 62
APPENDIX 2: LIST OF LIST OF ADDITIONAL JOURNALS THAT CAN BE ACCEPTED FOR
THE PUBLICATION REQUIREMENTS BY THE RESPECTIVE FACULTIES .............................. 63
APPENDIX 3: ONLINE VIVA-VOCE CHECKLIST ....................................................................... 64
GLOSSARY ................................................................................................................................... 65
ACKNOWLEDGEMENT ................................................................................................................ 66
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SECTION 1: PROCESS & PROCEDURES
Institut Pengajian Siswazah (IPSis)

Universiti Teknologi MARA
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1 INTRODUCTION
This handbook is published by Institute of Postgraduate Studies (IPSis) UiTM to assist
administrative staff at faculty in dealing with the Process and Procedure of Postgraduate
Research Programme. This handbook comprises related information from application until
graduation. The latest edition of the Academic Rules and Regulations for Postgraduate Studies
takes precedence in cases where there are ambiguities.

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2 APPLICATION AND STUDENT SELECTION

2.1 Application Process
a) Application to all UiTM postgraduate programmes should be made online via IPSis’s
website. All applications will be referred to the respective College/Faculty/Academic
Centre/Branch Campus Postgraduate Centre for selection process. The selection result
will be submitted to IPSis for generation of offer letters.
b) A general entry requirement into UiTM postgraduate programmes are as below:
2.1.1 Master
a) A Bachelor’s Degree in the field or related fields with a minimum CGPA of 2.75 or
equivalent, as accepted by the UiTM Senate; or
b) A Bachelor’s Degree in the field or related fields or equivalent with a minimum CGPA of
2.50 and not meeting CGPA of 2.75, can be accepted subject to rigorous internal
assessment; or
c) A Bachelor’s Degree in the field or related fields or equivalent with minimum CGPA of
2.00 and not meeting CGPA of 2.50, can be accepted subject to a minimum of 5 years
working experience in the relevant field and rigorous internal assessment.
d) Candidates without a qualification in the related fields or relevant working experience must
undergo appropriate prerequisite courses* determined by the UiTM and meet the
minimum CGPA based on (i) to (iii).
2.1.2 Doctoral Degree

a) A Master's Degree in (a relevant field) from UiTM or any institution of higher learning
recognized by the UiTM Senate; or
b) Other qualifications in a relevant field, equivalent to a Master's Degree recognized by the
UiTM Senate, with related experience; or
c) Candidates without a related qualification in the field/s or working experience in the
relevant fields must undergo appropriate prerequisite courses* determined by UiTM
d) Other requirements stipulated by the University.
e) Certain programmes may have a specific requirement such as submission of a portfolio
of related work, an interview or working experience. Details of requirements can be found
at the website of respective faculty.
Requirements for English language may differ between programmes at the same study level.
International applicants must fulfill the English Proficiency Requirement. Kindly refer to the
English Competency Requirement for UiTM Postgraduate (Masters and PhD) Booklet.
Note:
*Refer to faculty/UiTM Branch Campuses’s website for the pre-requisite courses package.

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2.1.3 Local Application

The application process flow can be referred to Flowchart 1(A).
2.1.3.1 Processing Fee
Each applicant for admission to UiTM must submit a non-refundable application
processing fee by purchasing a PIN number at Bank Simpanan Nasional. The fee for local
applicants to the graduate programme in UiTM is RM50. Applicants are required to
purchase the PIN number prior to application. This can be done via:
a) Direct purchase from Bank Simpanan Nasional
b) Online payment or Cash Deposit Machine (CDM) to Bendahari UiTM.
Account number : 12177010005510
Bank : BANK ISLAM MALAYSIA BERHAD
c) The candidate has to email the payment slip to bpk@uitm.edu.my to obtain the pin
number.
2.1.3.2 Submission of Application

A complete application form must be sent to the respective College/Faculty/Academic
Centre/Branch Campus Postgraduate Centre via email or courier service. The required
documents are as below:
a) Printed Online Application Form
b) A Photocopy of Identification Card (I/C) (Certified True Copy)
c) A Photocopy of Academic Transcripts/Completion Letter (Certified True Copy)
d) A Photocopy of Master/Bachelor Degree Certificates (Certified True Copy)
e) Two (2) Referee Reports (Can be downloaded here)
https://ipsis.uitm.edu.my/images/forms/rs/rr_edit.pdf
f) A Research Proposal (Refer the link below for the proposal guideline)
https://ipsis.uitm.edu.my/images/pdf/RESEARCH_PROPOSAL_GUIDELINE.pdf)
g) *A one (1) page Autobiographical Essay
h) **Primary Examinations Certificate (RACDS, MJDS or MOrth)
i) **Annual Practising Certificate (APC)
Note:
* For MBA-AA700 / EMBA-AA701
** For Dentistry Programme
2.1.4 International Application

a) The application process flow can be referred to Flowchart 1(B).
b) Applications for postgraduate studies are open through-out the year. Ideally, for the
student to start the programme within the stipulated semester, the completed application
should be submitted three (3) months prior to the semester commences due to visa
processing procedures. Application received less than three (3) months can be
considered but subjected to the approval of visa
c) The processing fee for International applicants is USD50 (not residing in Malaysia) and
RM150 (residing in Malaysia). The payment can be done as below:
i) For International applicant RESIDING in MALAYSIA
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Account No. : 12177010005510
Amount in RM : RM150.00
ii) For International applicant NOT RESIDING in MALAYSIA

Account Name : UNIVERSITI TEKNOLOGI MARA (UITM)
Address : Akaun Terimaan Pengurusan UiTM,
Aras 3, Bangunan Canseleri Tuanku
Syed Sirajudin, 40450 Shah Alam,
Selangor Darul Ehsan
City / State of Bank : Shah Alam, Selangor Darul Ehsan
SWIFT Code : BIMBMYKL
Account No. : 12177010005510
Amount in USD : USD50.00
City / State of Bank : Shah Alam, Selangor Darul Ehsan
SWIFT Code : BIMBMYKL
Note:
a. Scan a copy of the swift code receipt/slip with the applicant’s full name, passport
number, type of programme (research or coursework) and e-mail it to
ipsisadmission@uitm.edu.my
b. The application will only be processed after the processing fee and the completed
documents are received.
d) The completed application form must be sent to IPSis via email to the following email :
ipsisadmission@uitm.edu.my. The required documents are as below:
i) Printed Online Application Form
ii) A Photocopy of Passport - All pages (Certified True Copy)
iii) A Photocopy of Academic Transcripts/Completion Letter (in English) (Certified True
Copy)
iv) A Photocopy of Master/Bachelor Degree Certificates (in English) (Certified True Copy)
v) Two (2) Referee Reports (Can be downloaded here
https://ipsis.uitm.edu.my/images/forms/rs/rr_edit.pdf)
vi) A Research Proposal (Refer the link below for the proposal guideline)
https://ipsis.uitm.edu.my/images/pdf/RESEARCH_PROPOSAL_GUIDELINE.pdf)
vii) A Photocopy of English Proficiency Certificate (IELTS/TOEFL/MUET/CEFR)
viii)*A one (1) page Autobiographical Essay
ix) **Primary Examinations Certificate (RACDS, MJDS or MOrth)
x) **Annual Practising Certificate (APC)

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e) Applicants are required to provide the latest evidence of their English language proficiency
for UiTM admission. An applicant must be proficient in English as all programmes are
conducted in English. The minimum requirement for English language may differ between
programmes at the same study level.
i) Full admission will be granted to an applicant who fulfils the English requirement
criteria.
ii) An applicant who does not meet the minimum English proficiency requirements is
required to attend six (6) months English Proficiency Class (EPC) with a maximum of
two (2) years.
iii) At the end of the EPC, the candidate is required to sit for MUET or other English
Proficiency examination with the score according to the academic programme.
iv) A candidate who does not comply with the academic programme’s English
requirement must re-sit the English Proficiency examination.
v) Exemption from UiTM English Language Requirement is only allowed if the candidate:
a. Has obtained Bachelor / Master or other relevant degree from Malaysian
recognized institution whereby all courses are fully conducted in English or;
b. A native speaker of English please refer to Appendix 1 or;
c. Graduated from any higher learning institution which uses the English Language
as the medium of instruction.
f) Flowchart 1(a) and Flowchart 1(b) depicts the application, selection and registration
process for local and international applicants for postgraduate studies by research in
UiTM respectively.
2.1.5 Application from UiTM’s Graduate and Final Semester Student
a) Eligible UiTM’s graduates and Final Semester students will be invited via Short
Message Service (SMS) messages to apply using the e-Pursuit application system.
b) Candidates can apply based on their preferred programme.
c) There are four (4) categories of e-Pursuit applicants:
i) UiTM Bachelor Degree graduates from the previous convocation session
ii) UiTM Master’s Degree graduates from the previous convocation session
iii) UiTM final year Bachelor’s degree student who obtained a minimum CGPA of 2.75
iv) UiTM final year Master’s degree student from Coursework or Research
programme
d) No processing fee for e-Pursuit applicants.
e) e-Pursuit applications are linked to the e-KPS system. Successful candidates will receive
a conditional offer letter to their preferred programme. College/Faculty/Academic
Centre/Branch Campus Postgraduate Office will contact the applicants for submission of
required documents (research proposal and completion letter/final result).
2.2 Application Selection Process
Selection process will be made solely by the Postgraduate office of respective faculty/UiTM
Branch Campuses. Head of Postgraduate Studies are responsible to:
a) Check the academic documents and qualification of applicants according to Entry
Requirements set by each programme,
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b) Nominate panel of interviewers for an interview session (if applicable),

c) Set an interview session (if applicable). (Interview form can be downloaded
https://ipsis.uitm.edu.my/images/forms/rs/int-interview.pdf),
d) Present the number of selected applicants at JKAPS/JAN for endorsement,
e) HEAD OF POSTGRADUATE STUDIES needs to update the selection result in e-KPS
system for all applicants.
2.2.1 Local Applicants

College/Faculty/Academic Centre/UiTM Branch Campus Postgraduate Centres are
responsible to:
a) check e-KPS system for online applications
b) contact applicants to submit related documents (if applicable)
c) check online application form and related documents received from applicants
d) contact applicants for an interview (if applicable)
e) update the selection results in e-KPS system
f) issue an offer letter to students
2.2.2 International Applicants

Postgraduate office of College/Faculty/Academic Centre/UiTM Branch Campus are
responsible to:
a) check all applicants documents received from IPSis Admission office.
b) contact applicants for an interview (if applicable)
c) update the selection results in international e-KPS system
d) issue an offer letter to students
2.2.3 UiTM’s Graduates and Final Semester Students

Postgraduate office of faculty/UiTM Branch Campuses are responsible to:
a) check e-KPS system for e-Pursuit applications
b) contact applicants to submit related documents (if applicable)
c) contact applicants for an interview (if applicable)
d) update the selection results in e-KPS
e) Issue a Conditional Offer Letter and change to full Offer Letter that is subjected to the
final semester exam results.
2.3 Letter of Offer
A Letter of Offer for Postgraduate Studies can be downloaded online.
2.4 Change of Application

Prior to student registration, students are allowed to apply for a change of application in the
following conditions:
a) Study mode (Part time to Full time or vice-versa)
b) Programme type (Research/Coursework/Mixed-mode)
c) Faculty

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d) Campus
e) Deferment of Registration

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3 STUDENT REGISTRATION
Students are required to register on the stipulated date of registration.
3.1 New Student

3.1.1 Local Student
Registration of new local student will be done online during the stipulated date. Documents
required for the registration are:
a) Identity Card (must be Certified True Copy)
b) Official Academic Transcripts/Mini-Transcripts/Completion Letter (must be Certified True
Copy) (For UiTM Final Year Student, they may provide UiTM Mini Transcript with
Completed Status)
c) Postgraduate Registration Form
d) Student’s Pledge (Ikrar Pelajar) (Can be downloaded here:
https://ipsis.uitm.edu.my/images/forms/register/pledge.pdf)
e) Health Declaration Form
f) Tuition Fee Receipt (if payment has been made)
g) Sponsorship letter (if any)
3.1.2 International
Registration of new international students will be done online during the stipulated date.
Documents required for the registration are:
a) Front Page of the Passport (must be Certified True Copy)
b) Official Academic Transcript and Certificate/Completion Letter (endorsed by University)
c) Postgraduate Registration form
d) Health Declaration Form
e) Student’s Pledge (Ikrar Pelajar). Can be downloaded here:
https://ipsis.uitm.edu.my/images/forms/register/pledge.pdf
f) EMGS Approval Letter/e-VAL
g) Tuition Fee Receipt (if payment has been made)
h) Sponsorship letter (if any)
3.1.3 Registration process

Registration can be done physically or via online within the stipulated date of registration.
3.2 Returning student

a) Registration for all returning Active Students (local and International) will be done online
via student portal based on stipulated registration date.
b) Students are required to complete the ReSuFO through the uFuture portal. Student bills
will be generated automatically once the registration is completed.
c) The returning registration process steps can be viewed at
https://ipsis.uitm.edu.my/index.php/student/returning-student

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3.2.1 Reinstate Student

3.2.1.1 Within the Registration Date
a) IPSis will activate student’s status in SIMs after approval from JKIPA
b) Students who receive an approval for their Appeal of Academic Application to reinstate
student’s status can register online via student portal. The process can be viewed
here:
https://ipsis.uitm.edu.my/index.php/student/returning-student
3.2.1.2 Beyond the Registration Date
a) IPSis will activate the student’s status in SIMS after approval from JKIPA
b) Students who receive an approval for their Appeal of Academic Application to reinstate
student’s status must register using the registration form.
c) IPSis will activate the student in the system and the bursary will issue the bil for the
tuition and application to reinstate student status.
d) Student will be informed via email that their student’s status is activated and need to
complete the registration via online at the student portal.
3.2.2 Retaining Status (for thesis submitted)
a) Registration for retaining a student's status after thesis submission can be done online
via student portal.
b) Students need to inform faculty after registration online is completed.
c) Retaining Status Fees of RM50 will be generated manually by UiTM Bursary.
d) Faculty/UiTM Branch Campus Postgraduate office must ensure all students who have
submitted their thesis for examination to register online every semester.

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4 PROCESS OF ACADEMIC APPLICATION

Students can apply changes in their academic studies as follows:
4.1 Change of study mode (part time - full time)
The student can apply to change their study mode from full time to part time or part time to
full time. The application can be done twice during the duration of study.
4.2 Programme type (research/coursework/mixed mode)
a) The change of programme type within the faculty or to the other faculty or campus can be
applied by the student.
b) The student is allowed to change the following type of programme:
i) Research Programme
ii) Coursework Programme
iii) Mixed Mode Programme
c) The number of semesters will resume from the previous programme that student had
enrolled.
4.3 Programme/ Campus
a) The application to change the programme/campus can be done once throughout the
duration of the programme.
b) The number of semesters will resume from the previous programme that student had
enrolled.
4.4 Special Leave – Special Leave (CK)
a) Active students may apply for CK of the semester due to self-health issues.
b) Applications can be made for a maximum of two (2) times throughout the duration of the
study. Each application is valid for one semester only.
c) Application can be done via student portal.
d) Approval by JKAPS for application within the duration of study.
e) Approval by JKIPA for applications beyond the duration of study.
f) Students with approved CK and have paid the tuition fees, the fees will be carried forward
to the following semester.
g) Students with approved CK must retain their status by paying the processing fee.
h) Students on CK are not allowed to use any facilities and services provided by the
University and participate in any University activities for each semester in which the CK
has been approved.
i) CK is not deemed as part of the duration of study in the University.
4.5 Deferment of Academic Semester (TG)

a) Active students may apply for TG due to unforeseen circumstances other than health-
related reasons.
b) Applications are made by filling the TG form which can be downloaded from the IPSis
website.
c) Applications can be made for a maximum of two (2) times for Master and four (4) times
for PhD throughout the duration of the study.
d) Approval by JKAPS for application within the duration of study.

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e) Approval by JKIPA for applications beyond the duration of study.

f) Students with approved TG and have paid the tuition fees, the fees will be carried forward
to the following semester.
g) Students with approved TG must retain their status by paying the processing fee.
h) Students on TG are not allowed to use any facilities and services provided by the
University and participate in any University activities for the semester in which the TG has
been approved.
i) TG status is not deemed as part of the duration of study in the University.
j) Students can download and fill up the application form from
https://IPSis.uitm.edu.my/v2/index.php/download/38-postgraduate-research-forms.
k) The completed form must be supported by the Main Supervisor and Head of Postgraduate
Studies of the faculty.
l) The Head of Postgraduate Studies will prepare the paperwork and present it to the JKAPS
meeting for the approval. Thereafter, the approval letter will be given to the student. The
application process is given in Flowchart 2.

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5 NOMINATION OF SUPERVISORS
The flowchart of the supervisor nominations is given in Flowchart 3.
a) The University must allocate one supervisor to each research degree student.
b) The faculty will present and approve the supervisor nomination list to JKAPS and JAF.
c) Upon approval, faculty issues a letter of appointment to the respective supervisors.
d) The faculty will submit the supervisor nomination report to IPSis
e) IPSis will present to JKIPA for endorsement and will update in SIMS 6.5.
f) Supervisor’s role is to guide and facilitate the research student to conduct his/her research
until completion. (Refer to Duties and Responsibilities of a Supervisor).
g) Supervisor must agree to carry out the responsibilities of a supervisor.
h) Supervisor shall not be an intimate friend or relative of the student or of any of the other
supervisors, to avoid questions of ethical issues being raised and to ensure impartiality
and independent judgement.
i) Supervisor should not be currently registered as a postgraduate student at the University
or elsewhere.
5.1 Doctoral Degree

5.1.1 Main Supervisor
The criteria for main supervisor are as follows:
a) Must be appointed among UiTM academic staff. Academicians who are seconded to
another place, who have quit or retired from UiTM, or individuals from other institutions
who are qualified, can only be appointed as co – supervisors except in specific cases
based on the special agreement which is approved by JKIPA.
b) Must have a doctoral degree or equivalent academic and/or professional
credentials/expertise/experience in the discipline or area of the student’s research and
with at least two (2) years teaching experience and research AND has supervised masters
or doctoral research candidate to completion.
c) Where a supervisor has only a master’s degree, extensive experience in research is
required with at least two (2) years teaching experience AND has supervised masters or
doctoral research candidate to completion subject to the approval of the University
Senate.
5.1.2 Co-supervisor
a) Can be appointed among UiTM academic staff or other institutions or industry or
practitioners.
b) Where the co-supervisor has only a master’s degree, extensive experience in research
is required and subject to the approval of the University Senate.
c) A co-supervisor from the industry or practitioner must have at least a master’s degree
and at least 10 years of experience in the field at a level appropriate for the thesis.
d) In cases of interdisciplinary/transdisciplinary topics, it is advisable that the supervisors
nominated cover the various disciplines involved.

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e) Where a student is working with the industry or an organisation, it is advisable to appoint

a Co-supervisor from that industry or organisation, but preferably someone with strong
academic credentials.
5.2 Master
5.2.1 Main Supervisor
a) Must be appointed among UiTM academic staff. Academicians who are seconded to
another place, who have quit or retired from UiTM, or individuals from other institutions
who are qualified, can only be appointed as co – supervisors except in specific cases
based on the special agreement which is approved by JKIPA.
b) A supervisor must have a minimum qualification of one level higher than the degree level
enrolled in by the student i.e. a Doctoral Degree.
c) Where the supervisor has a master’s degree in the field, the supervisor must have at least
5 years’ experience in teaching and research AND has co-supervised master candidate.
5.2.2 Co- Supervisor
a) The Co-supervisor for a Master student should have at least a Master's degree or
equivalent academic and/or professional credentials/expertise/experience in the
discipline or area of the student’s research.
b) A Co-supervisor may also be appointed from among other members of academic staff
internal or external to the university, chosen for the role because of expert knowledge or
scholarship in the designated area of research and approved by the Faculty’s JKAPS.
c) Where an off-shore research degree programme/student has been approved, Co-
supervisors can be appointed from the twinning institution. (Arrangements should also be
made as early as possible).
d) In cases of interdisciplinary/transdisciplinary topics, it is advisable that the supervisors
nominated cover the various disciplines involved.
e) Where a student is working with the industry or an organisation, it is advisable to appoint
a Co-supervisor from that industry or organisation, but preferably someone with strong
academic credentials.
5.3 Changing of Supervisors

a) Students may apply for a change of supervisor based on valid reasons. Application must
be made to the Head of Postgraduate Studies at the respective College/Faculty/Branch
Campuses and approved by JKAPS and endorsed by JAF/JAN.
b) If a supervisor is no longer in the position to continue with supervision duties, JKAPS
committee will propose a new supervisor related to the research area/field of the
respective student.
c) The retired main supervisor or co-supervisor can maintain their position if they are
appointed as Pensyarah Kehormat by the university.
d) Main Supervisor or Co-Supervisor who are on a sabbatical leave may resume their duties
as supervisor with the approval of JAF/JAN.
e) Main Supervisor who has been appointed to a post-doctoral fellowship position in
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another university can only be appointed as a Co-Supervisor. On the other hand, a

Co-Supervisor who has been appointed as post-doctoral can maintain their status as the
Co-Supervisor.

15
6 RESEARCH PROGRESS REPORT

a) Student must submit their Research Progress Report every semester. Students will be
dismissed from their study (D10) if they fail to submit the Research Progress Report.
b) Supervisors will assess progress in the Research Progress Report every semester.
c) Students are required to present their research work in Colloquium/Seminar/Workshop as
set by the respective College/Faculty/Academic Centre/UiTM Branch Campus.
d) The supervisor will submit the Report to the Head of Postgraduate Studies and the
progress report will be endorsed by the JKAPS.
e) Head of Postgraduate Studies will key in the endorsed result of the student’s progress
into the Student Information Management System (SIMS).
f) Students are to access their progress results through the i-Student Portal before they can
proceed to register for the next semester. The flowchart of the Research Progress
Monitoring is given in Flowchart 4.

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7 DEFENCE OF RESEARCH PROPOSAL (DRP)

a) The process for the Defence of Research Proposal (DRP) is depicted in Flowchart 5.
b) The mandatory requirements for all research students to sit for research defence are as
follows:
i) Attend IPSis Research Skills Seminar in Year 1
ii) Attend and complete all TIE2 modules organized by MASMED (only for Doctoral
Degree) Defend the research proposal within the stipulated time as shown in Table
10.1.
Table 10.1: Duration for student to do DRP
PROGRAMME FULL TIME PART TIME
Master Six (6) Months Twelve (12) Month
PhD Twelve (12) Months Eighteen (18) Months
iii) The students will be given either AM1 or AM2 if they fail to submit and present their
research proposal within the stipulated time.
7.1 IPSis Research Skills Seminar
a) All students must attend the IPSis Research Skills Seminar.
b) A Certificate of Attendance will be given upon completion of all required modules.
c) The students can apply for exemption if they have attended similar or equivalent courses/
seminars. The student must complete the application form and provide related evidence
to the Dean of IPSis. A letter of approval will be issued by the Dean of IPSis if the
application is successful.
7.2 Training in Innovation and Entrepreneurship Exploration (TIE2)
a) All Doctoral Degree students must attend TIE2 before presenting their DRP.
b) The schedule of the TIE2 is provided by MASMED.
7.3 DRP Session
a) Defence of research proposal for Master and Doctoral Degree students is held at the
faculty by using the UPTrackS System.
b) The process and procedure of the DRP applies to both Master and Doctoral Degree
programmes.
c) Prior to the DRP session, students MUST submit the research proposal to the UPTrackS
system.
d) The proposal will be assessed by a panel of assessors will be appointed by the faculty
which consists of:
i) A Chairperson
ii) at least two (2) panels of examiners
e) The DRP session can be conducted or an online session.
f) The DRP result is based on the followings:

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VERIFICATION OF
CATEGORY MARKS DESCRIPTION
CORRECTION
1 90 - 100 Accepted without amendments. None
2 80 - 89 Accepted with minimal amendments. Main Supervisor
The amendment must be verified by

the main supervisor and submitted
within two (2) weeks from the date of
DRP.
3 70 - 79 Accepted with minimal amendments. DRP Panels

the DRP Panels and submitted
within one (1) month from the date
of DRP.
4 65- 69 Major amendments. Re-DRP
The student has to re-submit the

amended proposal and represent it
to the DRP panels within two (2)
months from the date of DRP.
5 <65 Rejected. Re-DRP
Student is required to submit and

present the new proposal.
g) Students are given three (3) chances to defend their research proposal.
h) Students who received Category 4 or 5 in the third DRP will be dismissed.
i) The DRP result should be announced immediately after the DRP session. The official
result and all the comments from the panels must be given to the students within 3 working
days after the session.
j) If the amended proposal is not approved by the panel of assessors at the second
presentation, the student may be advised to change the programme.
k) Following acceptance of the proposal, the student is encouraged to declare any
Intellectual Property implications of the proposed research using the form supplied by the
Research Management Centre and apply the Research Ethics Approval if applicable.
l) The result of the DRP will be endorsed by JKAPS meeting before it is keyed in the SIMS
6.5 by the faculty.

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8 CONVERSION FROM MASTER TO DOCTORAL PROGRAMME

Conversion from Master to Doctoral Degree Programme can be referred to Flowchart 6.
a) The Masters student who wants to apply for conversion from Masters to Doctoral Degree
program must meet the following criteria:
i) The Master’s Degree students may apply for a conversion to a Doctoral Degree within
12 months for a Full-Time student and 24 months for a Part-Time student from the
commencement of the student’s registration.
ii) The research work has been accepted to be presented in at least one (1) seminar or
conference recognized by the faculty within the study duration;
OR
The research work has been submitted to at least one (1) indexed publication
(Scopus/ ERA/ WoS / MyCite or the listed journals in the Appendix 2) as the Main
Author within the study duration.
iii) The student’s research outcomes and the doctorate research proposal will be
assessed orally:
i. Two (2) expert assessors in the same research area.
ii. Pass the assessment.
b) The procedure for the conversion from Masters to Doctoral Degree are as follows :
i) The student submits the Conversion Application Form (25A - CONVERSION MSc TO
PhD (APPLY) - (2021)) together with a research report that was endorsed by the
supervisor to the JKAPS.
ii) The research report should be consisting of the following:
a. problem statement, rationale of research, significance of the research
b. research objectives, scope of the research and methodology
c. output of research achieved
d. additional scopes for doctoral degree
c) On acceptance, JKAPS will nominate a panel of assessors for evaluating the student’s
research report. The panel of assessors are the following:
i) a chairperson (at least an Associate Professor with Doctoral Degree)
ii) at least two (2) expert assessors in the student’s research area to evaluate the
research.
d) The student is required to present his/her research to the panel for evaluation. The expert
assessors will evaluate the student by using the evaluation form (25B - CONVERSION
MSc TO PhD (ASSESSOR) - (2021)). During the moderation process of the oral
examination, the Chairperson is required to fulfill the 25C - CONVERSION MSc TO PhD
(CHAIR) - (2021) form.
e) The evaluation can be conducted via online or physical assessment.
f) The student who passes the oral examination can be recommended by expert assessors
for conversion.
g) The result of the oral examination will be presented in the JKAPS meeting. If the JKAPS
has supported the result, the application will then be forwarded to IPSis.

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h) IPSis will checked all the requirements such as:

i) Duration of study.
ii) Conference’s presentation or publication by the student.
iii) Oral examination assessments and the result of the assessments.
iv) JKAPS’s meeting minutes and comments.
i) IPSis will prepare a working paper for the student’s application and will present the
working paper in the JKIPA Meeting for approval. Then, the JKIPA’s meeting minutes will
be presented in the Senate meeting for the endorsement.
j) Once endorsed, IPSis will change the student’s programme status in the system (SIMS)
and then the Doctoral programme fee is imposed. IPSis will then issue a letter of
conversion to the student.
k) A continuous monitoring on the student’s research progress will be conducted. The
student is required to present in an oral assessment within one (1) year from the date of
approval. If the student failed in the oral assessment, the student’s PhD status will be
revoked and continue as Master’s degree student.

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9 ACADEMIC INTEGRITY OF THE THESIS/DISSERTATION

9.1 Thesis/Dissertation Competency
The responsibility for writing, preparing and submitting the thesis/dissertation proposal within
the stipulated time period rests with the student. The thesis/dissertation proposal to be
submitted for examination should demonstrate that the student:
a) has engaged in a programme of academic work resulting either in an original contribution
to knowledge, or in an original application of existing knowledge
b) is familiar with the relevant literature and has reviewed it critically
c) possesses mastery of the theoretical and conceptual framework(s) of the study
d) possesses a thorough understanding of the research methodology, tools utilized and the
subsequent treatment of the data.
e) possesses an autonomous result of research work and not infringing on any other
resources.
f) possesses good writing skills and is able to present a substantial body of information in a
clear, concise and comprehensible manner.
g) Students are advised to adhere to the latest edition of the Guidelines on Thesis Format
by IPSis. The thesis format can be obtained at IPSis Website.
h) A thesis which was submitted to a degree-awarding body in another higher education
institution/research institution/educational institution will not be accepted.
9.2 Research Ethics
a) Students who are conducting research on animal or human subjects are required to obtain
ethics approval prior to commencement of the research project.
b) Student’s application must be submitted to the Research Ethics Committee (REC) through
the Research Committee at Faculty or State Campus according to the prescribed latest
edition of procedures and guidelines (Guidelines for Research Ethics Committee:
https://uitmethics.uitm.edu.my/v1/index.php).
c) A copy of the Approval Letter by REC needs to be enclosed in the thesis/dissertation
proposal upon submission.
9.3 Plagiarism
a) The thesis has to be an original work of the student. Students who have outsourced their
work to another individual or organization are subjected to ‘Dasar Plagiarisme UiTM dan
Perlaksanaannya’.
b) Students are responsible for writing their thesis in their own words and to ensure academic
writing integrity, IPSis has established a guideline as follows:
i) Quotations from published or published sources and the sources of any other
materials should be published or unpublished sources and clearly cited and
acknowledged.
ii) A systematic style of citation and references must be adhered to using the format
stipulated by IPSis (refer to Guidelines on Dissertation/Thesis Format latest edition).

21
iii) Sources of visual presentations such as photographs or maps must also be clearly
indicated.
iv) Avoid “copy and paste” of full sentences or even paragraphs straight from the source
without paraphrasing and/or citing the original source.
v) Similarity index/ text similarity for all of the assessment documents such as student's
thesis, dissertations, research proposal and research reports must be less than 30%.
The documents will be rejected if the similarity exceeds this stipulated value.
c) Students are reminded that UiTM takes a serious view of plagiarism and examiners are
empowered to penalize students found guilty of plagiarism, which may lead to expulsion
or suspension from the programme. Reference should be made to the latest edition of
the Academic Rules and Regulations, IPSis and plagiarism policy and guidelines, UiTM
for regulations pertaining to plagiarism.
9.4 Declaration of Originality
The signed declaration of originality is a component in thesis/dissertation proposals. Thus,
upon submission, the student is required to insert a signed “declaration” declaring that his/her
work is original, no contents that are falsified or fabricated as well as free of plagiarism.
9.5 Intellectual Property
The distribution of Intellectual Property Rights will be determined by the University. The
thesis/dissertation remains the property of the University (Please refer
https://ribu.uitm.edu.my/Dasar_Harta_Intelek_2019.pdf).

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10 THESIS/DISSERTATION SUBMISSION
The process of thesis submission is shown in Flowchart 7, 8 and 9.
10.1 Intention to Submit Thesis/Dissertation
The process of thesis submission is divided into two (2) stages:
a) Intention to Submit Thesis.
i) Students are required to submit a complete Notice of Intention to Submit Thesis form
to the postgraduate office of the respective College/Faculty/Academic Centre/UiTM
Branch Campus.
ii) Students are required to submit Thesis Abstract, Table of Content and Similarity Index
Report.
iii) Supervisor needs to verify the thesis is 90% complete and has met the plagiarism
policy as stated in the latest version of ‘Dasar Plagiarisme UiTM dan
Perlaksanaannya’.
iv) Notice of thesis submission is valid for three (3) months from the date of submission.
v) The Examiner Nomination form must be submitted to the postgraduate office of the
respective College/Faculty/Academic Centre/UiTM Branch Campus by the supervisor.
b) Thesis Submission for Viva Voce.
Thesis submission is valid upon the fulfilment of these requirements:
i) Students are required to submit a complete Thesis Submission form to the
postgraduate office of the respective College/Faculty/Academic Centre/UiTM Branch
Campus.
ii) Students are required to submit digital thesis and Similarity Index Report to the
postgraduate office of the respective College/Faculty/Academic Centre/UiTM Branch
Campus along with Thesis Examination Fees receipt.
iii) Students are required to fulfil the publication requirement according to their study level
as follows:
Master’s Degree : One (1) indexed publication* that has been accepted as
main or corresponding author.
Doctoral Degree : Two (2) indexed publications* with at least 1 (one) was
published as main or corresponding author.
*Indexed Publication by ERA/SCOPUS/WoS/MyCite/Listed Journal in Appendix 2.

Note:
Students who have submitted their thesis for the viva voce must retain their active
status and register as a student until the evaluation is complete by paying the required
fees.
10.2 General Examiners Criteria

a) An examiner must have a minimum qualification of no less than the supervisor. For
examiners without the required qualification, the appointment is subjected to the approval
of the University Senate.
b) Examiners must be from the fields related to the research of the student under evaluation.
c) An examiner should not be a postgraduate student at any institution.

23
d) An examiner should not be appointed to examine two or more theses of students under
the same supervisor at one time.
e) The examiners have supervised candidates at the relevant level.
f) Examiners must be engaged in research and have produced credible publications or
equivalent works.
g) Examiners from the industry can be exempted from requirements in (e) and (f).
h) The Examiner will examine the thesis of a particular research student and submit a
completed written report (refer to IGS / RSRCH / REPORT / 2021) and to recommend
their opinion of the student’s thesis to the university.
i) The examiners will be invited to attend the viva-voce session on the agreed date.
j) Great care and consideration must be taken in the selection of credible examiners of
academic and professional repute. This is to avoid polarization in the examiners’ reports,
delay in the return of examiners’ reports, non-production of reports or dismissive and non-
constructive reporting.
10.3 Master’s Degree

a) Master’s degree by research must be examined by at least two (2) examiners, one (1) of
whom must be an external examiner.
b) More than two (2) examiners may be necessary in the case of multidisciplinary theses.
10.3.1 Internal Examiner
a) Field experts from the University who are appointed to examine and evaluate students’
thesis. If there is no qualified internal examiner, all examiners may come from other
institutions.
b) Internal examiners for Master’s thesis must have experience in the relevant field.
10.3.2 External Examiner
a) Field experts from other institutions or industry who are appointed by the University to
examine and evaluate students’ thesis.
b) External examiners for Master’s thesis must have examined at least one (1) Master’s
thesis.
10.4 Doctoral Degree

a) Doctoral degree by research including PhD by published work, the thesis must be
examined by at least two (2) examiners, one (1) of whom must be an external examiner.
b) More than two (2) examiners may be necessary in the case of multidisciplinary theses.
10.4.1 Internal Examiner
a) Field experts from the University who are appointed to examine and evaluate students’
thesis. If there is no qualified internal examiner, all examiners may come from other
institutions.
b) Must have examined at least one (1) Master’s thesis by research.
10.4.2 External Examiner
a) Field experts from other institutions or industry who are appointed to examine and
evaluate students’ thesis.
b) External examiners for Doctoral thesis must have examined at least one (1) Doctoral
thesis.
10.5 Examiner Appointment Process

a) The Examiners will be nominated by the main supervisor via UPTrackS System. The
24
faculty will contact the nominated examiners for their consent. All nominees must
complete their personal and research information including their curriculum vitae (CV)
through UPTrackS.
b) The UPTrackS moderator will check the requirements and the personal and research
information of the thesis examiner.
c) The KPPS will support the nomination if the nomination fulfills the requirements as
stipulated in the section 10.3 – 10.5.
d) All nominations of examiners must be supported by JKAPS.
e) The nominations are then presented in the JAF meeting for approval. The JAF reserves
the right to reject or retract any/all nominations without prior notice.
f) Supervisor is required to re-submit a new nomination of examiners in the event of non-
approval.
g) The Faculty Academic Office issues appointment letters to the appointed examiners.
h) Examiner is to respond to the appointment to faculty within two weeks.
i) The examiner nomination will be endorsed by the JKIPA meeting after receiving examiner
appointment reports from faculties.
j) Great care and consideration must be taken in the selection of credible examiners of
academic and professional repute. This is to avoid polarization in the examiners’ reports,
delay in the return of examiners’ reports, non-production of reports or dismissive and non-
constructive reporting.
10.6 Submission of Thesis

The flowchart for the thesis submission process is shown in Flowchart 8. The student can
submit the thesis after the examiners. The student is required to submit the following
documents to the faculty for the thesis submission process:
a) Thesis Submission Form (IGS / RSCH / SUBMIT_THESIS / 2016) which is endorsed
by the supervisor.
b) Originality Report (Originality Index MUST be less than 30%).
c) Digital thesis in PDF format or spiral-bound copies of the thesis upon request.
d) Proof of payment for thesis submission fee.
e) Proof of publications (for Intake September 2017 onwards) according to their study
level :
Master’s Degree : One (1) indexed publication* that has been accepted as main or
corresponding author.
Doctoral Degree : Two (2) indexed publications* with at least 1 (one) was
published as main or corresponding author.
*Indexed Publication by ERA/SCOPUS/WoS/MyCite/Listed Journal in Appendix 2.
Note:

25
Students who have submitted their thesis for the viva voce must retain their active
status and register as a student until the evaluation is complete by paying the required
fees.
10.7 Dissemination of Thesis

a) The faculty will contact the examiners to set the viva-voce date before sending the thesis.
b) The faculty will send a digital or hardcopy of the thesis and Guidelines on Examining and
Reporting of the Thesis to the examiners.
c) The examiners will confirm the receipt of the thesis by returning a reply form to the faculty.
d) The examiners are given about six (6) weeks to examine the thesis and submit the thesis
examination report to the Faculty at least one (1) week before the viva date.
e) A maximum of three (3) reminders will be issued to the examiner if the report is not given
within the stipulated time.
f) The appointment of the examiner will be terminated if the examiner fails to respond to
the thesis examination report submission reminder or has exceeded the stipulated time
given. In addition, the examiner will be blacklisted in future appointments. A new examiner
will be appointed by the faculty.

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11 VIVA-VOCE
The viva-voce session can be conducted either by physical presence or through online mode
(Refer to Flowchart 9). College/Faculty/Academic Centre/Branch Campus Postgraduate
Centre is the secretariat for the Viva-Voce who will do the following:
a) Contact all the examiners to set the viva-voce date. The agreed date will be stated in the
appointment letter. The hardcopy or digital thesis will be sent to examiners after the viva
date was set.
b) Notify students and examiners two weeks prior to the viva-voce.
c) If the examiner could not submit the thesis examination report after the final notice was
given, the examiner will have to bring the report during the viva-voce.
d) In some cases (e.g. re-viva), an observer from IPSis may be invited to attend the session.
11.1 Online viva

11.1.1 Pre Online Viva
a) The secretariat will decide the suitable virtual meeting platform for the online viva-voce
(Skype/Google Meet/MS Teams/Zoom/Cisco Webex).
b) All the relevant documents that are related to the chairperson, minute taker and thesis
examiners must be prepared by the secretariat and sent by email three (3) days before
the online viva voce session.
c) Trial online viva voce can be conducted prior to the actual session.
i) The trial session will involve the student, examiners (internal and external),
chairperson, minute taker, supervisor(s) and the secretariat, which must be conducted
at least three (3) to five (5) days before the actual online viva voce.
ii) The details of the virtual meeting ID and password are to be informed to all students,
examiners, (internal and external), chairperson, minute taker, supervisor(s).
iii) Must complete the checklist form in the Appendix 3.
iv) Make sure the virtual meeting platform is ready for the actual online viva voce.
11.1.2 During Online Viva
a) The secretariat will open the session and introduce everyone present before the session
is passed to the chairperson.
b) Chairperson is required to be present throughout the viva voce session and should ensure
that the student is not disadvantaged in any way compared to the standard face-to-face
oral examination.
c) In the event of any failure with the technology during the viva voce or other concerns
regarding the conduct of the viva voce by the online platform, it is the responsibility of the
Chairperson to suspend the examination and to decide whether it is possible for the
examination to continue or whether the viva voce should be rescheduled.
d) Student and supervisor(s) are requested to be in ‘the waiting room’ or may leave the
session to allow an initial discussion between the examiners and chairperson.
e) Student and supervisor(s) will be re-invited into the session. No other person is permitted
to be present with the student during the viva voce unless permitted with permission.
f) Secretariat will record the online viva voce session for internal quality assurance.
27
g) The student will be given 20 minutes (for Master) or 25 minutes (for PhD) to perform the
presentation by using a sharing screen.
h) Q&A session will be conducted after the oral presentation. The session will be ended if
there is no more Q&A between the examiners and the student.
i) The minute taker will note down the important points of the viva voce meeting.
j) The supervisor must not interrupt or provide any feedback to the questions unless allowed
by the Chairperson.
k) The student and the supervisors will be requested to be in ‘the waiting room’ or leave the
meeting to allow the examiners to discuss the result of the moderation session. The
minute taker will summarize the session and conclude the result as agreed by the
chairperson and the examiners.
l) Secretariat will invite the student and the supervisor(s) back into the main ‘meeting room’
after the moderation session.
m) Chairperson will read the viva-voce result to the student and consequently end the viva
voce session.
11.1.3 Post Online Viva
a) Secretariat must ensure that all digital documents (minute of the meeting and result of the
viva) are signed by the viva voce committee.
b) The Secretariat will email the viva voce result to the student.
c) Students will prepare the thesis correction within the stipulated duration, as stated in the
Postgraduate by Research: Academic Rules and Regulations.
11.2 Role of Examiners

Examiners are required to review the thesis and to submit an examination report to the
university based on the following guidelines:
a) Report should be submitted 1 week before the agreed viva voce date.
b) Examiners are required to attend the viva voce session.
c) Examiners will be re-appointed in the case of re-viva.
d) Faculty will re-appoint new examiners in the case of the followings:
i) Examiners do not agree to be re-appointed.
ii) Examiners could not evaluate student thesis due to medical reasons or any other
valid reason.
11.3 Role of Students

Students are required to:
a) Attend, present and defend the thesis.
b) Avoid any form of contact with the examiners prior to the viva voce.
c) Demonstrate the appropriate level of competence in the discipline for the degree to be
awarded.

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11.4 The Viva-Voce Committee

a) Thesis examiners committee shall consist of:
CHAIRPERSON : Professor/Associate Professor with PhD
MEMBERS : Two (2) examiners, one (1) of whom must be an external
examiner.
More than two (2) examiners may be necessary in the case of a
multidisciplinary research area.
SECRETARIAT : i) Centre of Postgraduate Studies
ii) Minute taker
b) The External examiner (oversea) may be invited to the viva voce session at the cost of
the faculty.
c) All the supervisors may be invited as observers but are not expected to participate in the
discussion or in the deliberations concerning the outcome of the examination.
d) A minute taker must be appointed to assist the Chairperson. The role of minute taker
are as follows:
i) Constitutes all important facts and the output of the discussion from all the panels.
ii) Should not interrupt the viva voce session. The minute taker should refer to the
Chairperson of the viva voce if there is any issue during the viva voce session.
iii) Verifies the viva voce meeting minutes with the Chairperson for the endorsement.
11.5 Result of the viva voce

11.5.1 Category 1: Pass
a) The student has passed the viva voce for the Masters/Doctoral Degree without any
correction.
b) The final thesis must be verified by the main supervisor and submitted within two (2)
weeks from the date of viva voce.
c) This recommendation is made if the thesis does not require corrections.
11.5.2 Category 2 (a): Pass with Minor Corrections
a) The student has passed the viva voce for the Masters/Doctoral Degree and subjected to
minimal corrections to the thesis as detailed in the Thesis Evaluation Report and minute
of viva voce.
b) The amendment must be verified by the main supervisor and submitted within one (1)
month from the date of viva voce.
c) The candidate is awarded the degree of Doctor of Philosophy/Master’s, subject to
amendments/corrections to the thesis as specified in the Panel of Examiners Report.
d) This recommendation is made if the thesis requires text editing, formatting of tables
and/or figures, corrections of grammar, spelling, typos etc.
11.5.3 Category 2 (b): Pass with Minor Corrections
minor corrections to the thesis as detailed in the Thesis Evaluation Report and minute of
viva voce.
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b) The amendment must be verified by the internal examiner and submitted within three (3)
months from the date of viva voce.
c) This recommendation is made if the thesis requires:
i) Requires little addition of relevant information
ii) Requires explanation pertaining to several short sections in the text
iii) DOES NOT REQUIRE additional experiments, collection of new data or extensive
revision
iv) Ends with a conclusion that does not differ much when revised.
11.5.4 Category 3: Pass with Major Corrections
major corrections to the thesis as detailed in the Thesis Evaluation Report and minute of
viva voce.
b) The amendment must be verified by the internal and/or external examiner and submitted
within nine (9) months from the date of viva voce.
c) These recommendations are made if the thesis;
i) Has major weakness that will affect the conclusion of the thesis.
ii) Has major weakness that can be addressed and improved upon, with additional work.
iii) Requires additional experiments, statistical analyses, revision of a large body of text,
and expansion of the literature review.
11.5.5 Category 4: Re-Examination
a) The student has to re-submit the thesis for re-examination and be subjected to major
corrections to the thesis as detailed in the Thesis Evaluation Report and minute of viva
voce.
b) The amendment must be verified by the internal and external examiner and submitted
within twelve (12) months from the date of viva voce.
c) These recommendations are made if the thesis;
i) Has major weakness that will affect the conclusion of the thesis.
ii) Has major weakness that can be addressed and improved upon, with additional work.
iii) Requires additional experiments, statistical analyses, revision of a large body of text,
and expansion of the literature review.
d) This recommendation can only be made twice. Thus, a student is allowed to submit the
thesis three (3) times. This recommendation cannot be made at the third Viva.
e) The corrected thesis, re-viva session and the final thesis submission must be done within
twelve (12) months.
11.5.6 Category 5: Failed
a) The student is not eligible to be considered for the Masters/Doctoral Degree and is not
allowed to re-submit the thesis for examination.
b) The student will be given status fail which is GV status in the student status.
c) These recommendations are made if the thesis:
i) Has substantial weakness making the thesis to be below acceptable standards which
cannot be addressed even with additional work or corrections; or
ii) Has fundamental flaws, or
30
iii) Has weaknesses that cannot be corrected, or

iv) Is based on inadequate research, or
v) Has plagiarized work or text more than 30%.
d) In the event of plagiarism, the viva voce result is deferred by the viva voce committee.
The case will be referred to the University Disciplinary Board by the postgraduate office
of the respective College/Faculty/Academic Centre/UiTM Branch Campus for decision
based on the evidence.
e) The procedure is described in the Flowchart 10.
11.6 Inconclusive Result

If the examiners cannot agree on the outcome of the viva voce, the examination may be
adjourned by the Chairperson. At the end of the viva voce examination, the committee will
complete a report for the Thesis Advisory Board (appointed by the University). The Board
will decide on the next course of action.

31
12 POST VIVA PROCESS AND ENDORSEMENT OF RESULTS

Post viva process can be referred to Flowchart 11.
12.1 Correction Verification and Format Checking

a) Supervisor is required to check and endorse that the student has done the corrections to
the thesis based on the comments and recommendations made by the panel of examiners
during the viva voce.
b) The thesis correction will be verified and endorsed by the person in charge that is given
in the Table 15.1 based on the thesis evaluation report and minute of viva voce
examination
c) The final digital thesis will be checked, and a Letter of Approval will be issued by IPSis.
d) Upon receipt of the Letter of Approval students are required to submit a digital thesis (PDF
format). Hardbound copies will be submitted upon request by faculty. Master’s thesis
hardbound can be prepared in dark blue, while a Doctoral thesis in maroon.
Table 15.1: Viva Voce Results
CATEGORY DESCRIPTION OF THE RESULT CORRECTIONS DURATION
(FINAL
THESIS)
Category 1 PASS Main Supervisor 2 Weeks
The student has passed the viva
voce for the Masters/Doctoral
Degree without any correction.
The final thesis must be verified by

within two (2) weeks from the date of
viva voce.
Category 2 (a) Pass with Minor Corrections Main Supervisor 1 Month
The student has passed the viva Only
Degree and subjected to minimal
corrections to the thesis as detailed
in the Thesis Evaluation Report and
minute of viva voce.

within one (1) month from the date of
viva voce.

32

(FINAL
THESIS)
Category 2 (b) Pass with Minor Corrections Internal 3 Months
The student has passed the viva Examiner
Degree and subjected to minimal
the internal examiner and submitted
within three (3) months from the date
of viva voce.
Category 3 Pass with Major Corrections Internal And/ Or 9 Months
The student has passed the viva External
voce for the Masters/Doctoral Examiner
Degree and subjected to major

the internal and/or external examiner
and submitted within nine (9) months
from the date of viva voce.
Category 4 Re-examination Internal And 12 Months
The student has to re-submit the External
thesis for re-examination and be Examiner
subjected to major corrections to the
thesis as detailed in the Thesis
Evaluation Report and minute of viva
voce.

the internal and external examiner
and submitted within twelve (12)
months from the date of viva voce.
This recommendation can only be

made twice. Thus, a student is
allowed to submit the thesis three
33

(FINAL
THESIS)
(3) times. This recommendation
cannot be made at the third Viva.
The corrected thesis, re-viva session

and the final thesis submission must
be done within twelve (12) months.
Category 5 FAILED
The student is not eligible to be
considered for the Masters/Doctoral
Degree and is not allowed to re-
submit the thesis for examination.
12.2 Thesis Verification Issues

a) Students are required to submit the thesis corrections after the viva voce. Students will
be given FAIL status (GV) if the students fail to submit the thesis correction within the
stipulated time.
b) Students who failed to make corrections to the thesis based on the comments and
recommendations by the examiner(s) will be given FAIL status (GV) and are not allowed
to resubmit the thesis. IPSis / faculty will send the official result to the students.
c) The examiner does not return the thesis verification form within the stipulated time given
by the faculty, the faculty may decide to change the person in charge to verify the thesis
correction. If the examiner has given additional comments which were not discussed
during the viva session, faculty may decide to ignore the comment.
12.3 Endorsement of Result

a) Upon receipt of the final format of the thesis in the digital PDF format, IPSis will present
student’s result to the Senate for approval and endorsement.
b) IPSis will inform the student when the result has been endorsed by the Senate.
c) Information about the student’s Convocation will be sent to the student by the Registrar’s
Office.

34
13 AWARD AND RECOGNITION

Awards given to students are based on their academic achievements as described below.
13.1 Graduate on Time (GOT)

a) Graduate on Time (GOT) recognition is given to the research students. Students who
complete their studies on time will be given recognition.
b) The recognition in the form of a certificate will be given to Doctoral Degree graduates
during the hooding ceremony.
c) While a Senate letter with GOT status will be sent to Masters graduates. The criteria for
the GOT recognition are as following:
i) Students must graduate in the stipulated time as according to their duration of study
as shown in Table 16.1.
Table 16.1: Duration for GOT
Prescribed Number of
Degree Level Programme Type
Years to Graduation
All programmes except architecture,
2 years
medicine, dentistry and veterinary
Master’s
Architecture, medicine, dentistry and
3 years
veterinary
All programmes except architecture,
4 years
medicine, dentistry and veterinary
PhD
Architecture, medicine, dentistry and
5 years
veterinary
ii) Students who have not been charged with any disciplinary actions by the University.
13.2 Excellence Research Award (APC)

Excellence Research Award (APC) is awarded to Master and Doctoral Degree graduates
during the convocation ceremony. Students would need to apply for the award with
supervisors’ recommendations. Application will be verified and supported by the JKAPS
committee. The application will be presented in JKIPA and endorsed by the Senate meeting.
Criteria of APC award are as follows:
a) Completed the study within the GOT timeline;
b) Obtained at least Category 2 (Minor Correction) for the viva voce result;
c) Has published research findings as Main Author within the study duration in indexed
journal (ERA/Scopus/WoS/MyCite) or other recognized journals as listed in Appendix 2:
i) At least one (1) indexed journal for Master’s student
ii) At least two (2) indexed journal for Doctoral student
d) Has presented research findings within the study duration in seminar/conference
recognized by the College/Faculty/Academic Centre/UiTM Branch Campus:
i) At least one (1) for Master’s student

35
ii) At least two (2) for Doctoral student

e) Has not been convicted to any university’s disciplinary act or has committed any
wrongdoings of the University’s Act or research ethics.
13.3 Malaysia Technology Development Corporation (MTDC) Book's Prize Award

The Malaysia Technology Development Corporation (MTDC) Book's Prize Award is a
contribution from MTDC to a selected UiTM's postgraduate research student. The award is
given in October's Convocation ceremony. A committee consisting of representatives from
IPSis, BITCOM and MTDC will evaluate the shortlisted graduates. The criteria of the selection
are as follow:
a) A full time Malaysian graduate;
b) Obtained Rank 1 or 2 in the viva voce examination result;
c) Completed the study within the following duration:
i) Master < 8 semesters
ii) Doctoral < 14 Semesters
d) Research outcome has a potential for intellectual property
e) Research has the following output:
i) has published in high impact publication (WoS/ Scopus/ ERA); or
ii) Index proceedings; or
iii) Chapter in a book; or
iv) Other excellence award;
f) The thesis may include a high impact process/ method/ ideas/policy/product/ for the
technology and innovation development, pre-commercialization, technology transfer,
business or entrepreneurship or a combination of these elements and not necessarily be
technical content.
g) Students have not been charged with any disciplinary actions by the University.
13.4 Anugerah Sarjana Cemerlang Tuanku Canselor (ASCTC)

a) Anugerah Sarjana Cemerlang Tuanku Canselor (ASCTC) award is given to a graduate of
Master by research in October's Convocation ceremony.
b) Students will apply to be nominated for the award after the student has received the Letter
of Completion.
c) The student must complete the application form and attach the supporting
documents. The application will be sen t to the faculty after the main supervisor has
given the recommendation.
d) The faculty will present the nomination in the JKAPS meeting. The JKAPS committee will
ensure the application has fulfilled the following criteria:
13.4.1 General criteria for ASCTC
a) Applicable to research and mixed mode students only.
b) Completed the study within the GOT timeline.
c) Obtained at least Category 2 (Minor Correction) for the viva voce result.

36
d) Has not been subjected to any University’s Disciplinary Act or University’s Act or
Research Ethics or any law.
13.4.2 Specific Criteria
a) Has presented at least one (1) indexed conference by WoS/SCOPUS/ERA/MyCite.
b) Has published at least two (2) indexed journals by WoS/SCOPUS/ERA/MyCite/Listed
Journal in Appendix 2 as main author. Main and/or co-supervisor must be included as co-
author and UiTM as affiliated institution.
c) Fulfilled at least one (1) of these criteria during the duration of study:
i) Has a proven commercialization of the research output, or
ii) Has received recognition or award for creative artwork, or
iii) Has filed a patent or copyright of the research work, or
iv) Has received recognition or award in innovation competition/presentation/art
exhibition at UiTM or National or International level.
d) Produced impactful research to the community/industry/institution.
e) Passed the interview.
13.4.3 Selection Process
a) The faculty will submit the application to IPSis. IPSis will check the stipulated criteria and
will shortlist the candidates. IPSis will form a selection committee.
b) The shortlisted applicants will be called for an interview by IPSis’ selection committee.
c) Selected applicants will be presented to JKIPA for support and to the Senate for
endorsement.
13.5 Anugerah Kedoktoran Cemerlang Tuanku Canselor (AKCTC)

a) Anugerah Kedoktoran Cemerlang Tuanku Canselor (AKCTC) award is given to a
graduate of Doctoral Degree by research and mix mode in October's Convocation
ceremony.
b) Students will apply to be nominated for the award upon receiving the Letter of Completion.
c) The student must complete the application form and attach the supporting
documents. The application will be sent to the faculty after the main supervisor has given
the recommendation.
d) The faculty will present the nomination in the JKAPS meeting. The JKAPS committee will
ensure the application has fulfilled the following criteria:
13.5.1 General criteria
a) Applicable to research and mixed mode students only.
b) Completed the study within the GOT timeline.
c) Obtained at least Category 2 (Minor Correction) for the viva voce result.
d) Has not been subjected to any University’s Disciplinary Act or University’s Act or
Research Ethics or any law.
13.5.2 Specific Criteria
a) Has presented at least two (2) indexed conferences by WoS/SCOPUS/ERA/MyCite.
b) Has published at least three (3) indexed journals by WoS/SCOPUS/ERA/MyCite/Listed
Journal in Appendix 2 as main author. Main and/or co-supervisor must be included as co-
author and UiTM as affiliated institution.
c) Fulfilled at least one (1) of these criteria during the duration of study:

37
i) Has a proven commercialization of the research output, or

ii) Has received recognition or award for creative artwork, or
iii)Has filed a patent or copyright of the research work, or
iv) Has received recognition or award in innovation competition/presentation/art exhibition
at UiTM or National or International level.
d) Produced impactful research to the community/industry/institution.
e) Passed the interview.
13.5.3 Selection Process
a) The faculty will submit the application to IPSis. IPSis will check the stipulated criteria and
will shortlist the candidates. IPSis will form a selection committee.
b) The shortlisted applicants will be called for an interview by IPSis’ selection committee.
c) Selected applicants will be presented to JKIPA for support and to the Senate for
endorsement.

38
14 ACADEMIC APPEALS
a) Students who are dismissed may appeal to continue or extend the duration of study to
the respective College/Faculty/Academic Centre/UiTM Branch Campus within fourteen
(14) days after the official examination result announcement by the University.
b) A complete appeal form must be submitted to the respective College/Faculty/Academic
Centre/UiTM Branch Campus and supported by JKAPS. The JKAPS will decide on the
following applications:
i) fails in the defence of research proposal (D10)
ii) obtains AM2 for Master or AM3 for PhD (D10)
iii) fails to pay tuition fee (GT)
c) However, the JKAPS will only support for the following application and the application will
be presented in the JKIPA meeting for approval:
i) appeals to reinstate student status (D10 or GT) for the previous semesters
ii) exceeds the period of study (D11)
iii) appeals to extend the duration of study (RMTP)
iv) appeals to extend the duration of thesis correction (D10).
v) appeals to review the viva examination result (GV).
d) The application to review the viva voce result must be submitted within 30 working days
after the result is announced. Appeal process is given in Flowchart 10.
e) Students are allowed to appeal only once throughout the duration of the study.
f) X status will be given to the approved appeal of continuation or extension duration of study
application.
g) T status will be given to the approved appeal of revocation application.
14.1 Appeal to review the viva voce result (GV Status)

a) Students who are dissatisfied with a decision by the Viva Voce Committee may appeal
within 30 working days after the viva voce or re-viva whichever applicable.
b) The faculty is required to review the appeal and prepare all the required documents.
c) The appeal must be presented at the Jawatankuasa Akademik Fakulti (JAF). If the appeal
is supported by the JAF committee, the application will be submitted to the Independent
Thesis Review Committee. On the other hand, the unsupported appeal will be presented
to the JKIPA committee for approval and endorsement.
d) The Independent Thesis Review committee that is appointed by the TNCAA will review
all thesis examiner reports and the viva voce minutes of meeting. The thesis review
committee should be consisting of:
i) Chairperson: UiTM Professor.
ii) Member: Comprises four (4) Associate Professor with a PhD and at least one (1)
representative from UiTM’s Legal Office.
iii) Secretariat: Centre for the Postgraduate Studies of the faculty
e) The Independent Thesis Review committee will prepare a report and all findings will
be presented to the JAF committee. The JAF committee will support the recommendation
made and the final report will be presented at JKIPA. The committee may recommend
one of the following decisions:
39
i) Reject the appeal.

ii) The thesis will be re-examined by the same examiners (re-viva).
iii) The thesis will be re-examined by a new panel of examiners (re-viva).
f) IPSis will prepare a working paper to be presented at JKIPA for approval. The
chairperson for the Independent Thesis Review Committee will be invited to present
the final report and the recommendation. An official result will be issued by IPSis based
on JKIPA’s decision. Appeal process is given in Flowchart 12.

40
SECTION 2: FLOWCHARTS

41
FLOWCHART 1(A): APPLICATION AND REGISTRATION (LOCAL STUDENTS)
RESPONSIBILITY FLOWCHART PROCESS RECORD
START
Online Application Form

Apply online via admission website
Applicant https://online.uitm.edu.my/IPSis/re
(Application throughout the year)
search/international/index.cfm
Scan and submit softcopy/hardcopy Online form and documents,

of the following documents to the (Official Academic Transcripts,
respective faculty: Research Proposal, Referee
1. Printed Application Form Report and Certified Professional
2. Identification Card (I/C) Qualification, if applicable)
(Certified True Copy)
3. Official Academic
Applicant
Transcripts/Completion
Letter (Certified True Copy)
4. Master/Bachelor’s degree
Certificates (Certified True
Copy)
5. Research Proposal and
6. Two (2) Referee Reports
Head of Email/Letter of invitation for an

Interview and select suitable
Postgraduate interview, List of qualified
candidates (If Applicable)
Studies / IPSis candidates
NO
Faculty Faculty click offer on e-KPS system List of Offer (e-KPS)

YES
IPSIS IPSis generates Offer Letter Offer Letter
Letter of Offer & Postgraduate

Registration Form (PDF),
Copies of documents
Student Registration (Submit (Identification Card (I/C),
IPSIS required documents based on Official Academic Transcripts/
Registration checklist) Mini-Transcripts, Master/Bachelor
Degree Certificates, Student’s
Pledge (Ikrar Pelajar).
IPSIS IPSIS update in SIMS Database SIMS 6.5
END

42
FLOWCHART 1(B): APPLICATION AND REGISTRATION (INTERNATIONAL STUDENTS)
START
Apply online via admission website Online Application

Applicant
(Application throughout the year) https://study.uitm.edu.my
Scan and submit softcopy/hardcopy Online form and documents,

of the following documents to the (Official Academic Transcripts,
respective faculty: Research Proposal, Referee
1. Printed Application Form Report and Certified Professional
2. Photocopy of Passport Qualification, if applicable)
(Certified True Copy)
3. Official Academic
Transcripts/Completion
Letter (Certified True Copy)
Applicant 4. Master/Bachelor's degree
Certificates (Certified True
Copy)
5. Research Proposal
6. Two (2) Referee Reports
7. English Proficiency
Certificate (MUET/ IELTS/
TOEFL)
8. Application Checklist
Head of Email/Letter of invitation for an

Interview and select suitable
Postgraduate interview, List of qualified
candidates (If Applicable)
Studies/ IPSis candidates
NO
Faculty Faculty inform IPSis to offer student List of Offer (e-KPS)
YES
IPSis IPSis generates Offer Letter Offer Letter

Copies of documents
(Identification Card (I/C),
Official Academic Transcripts/
Mini-Transcripts, Master/
Candidate will apply VAL through
Bachelor Degree Certificates,
EMGS/ DIA
Student’s Pledge, eVAL
Applications, EMGS Approval
Letter, Passport Size Photo,
Proof of Visa Payment, and
Address of the nearest Malaysia
embassy

43
VAL
EMGS will issue EMGS Approval
EMGS Approval Letter (32%
EMGS Letter and Visa Approval Letter
Completion to allow applicants to
(VAL)
enroll for Online Classes)

Copies of documents
Student Registration (Submit (Identification Card (I/C),
IPSis required documents based on Official Academic Transcripts/
Registration Checklist) Mini-Transcripts, Master/
Bachelor Degree Certificates,
and Student’s Pledge. Refer
Checklist
IPSis IPSIS update in SIMS Database SIMS 6.5
END

44
FLOWCHART 2: ACADEMIC APPLICATION
START
Application list at
Download and submit the https://IPSis.uitm.edu.my/v2/in
Supervisor/student
application from dex.php/download/38-
postgraduate-research-forms
Supervisor will check and

Supervisor Application form
support
CHEC
Head of K Check and prepare the Application form, paperwork,
Postgraduate
paperwork to JKAP meeting JKPAS minute of meeting
Studies
No
Head of Postgraduate Studies

JKAPS presents to JKAPS for Meeting minute
YES approval
Faculty issue approval letter to

Faculty/ Student Letter to Dean IPSIS
student
Head of
Postgraduate SIMS
updates in SIMS
Studies
END

45
FLOWCHART 3: APPOINTMENT OF SUPERVISORS
RESPONSIBILITY FLOWCHART PROCESS RECORD/DOCUMENT/SCREEN
START
Applicant
Student fill the Supervisor Student > Supervisor Nomination
nomination through system.
Nominee Supervisor accept or Supervisor > Application List

NO
reject the nomination
Nominee
Supervisor
YES
Moderator will check CV Moderator > Validate Supervisor
Nomination, validate and setup the
Moderator information of setup meeting.
KPPS will support nomination and

KPPS > Supervisor List > Support
send to JKAPS to confirm and JAF
> Sent to JKAPS.
to approve.
KPPS > JKAPS > Supervisor
KPPS
Confirmation > Confirm.
NO
KPPS > JAF > Approval of
YES Supervisor > Approve.
JKAPS will Confirm the nomination
JKAPS
JAF will APPROVE the nomination
JAF

46
System will generate auto Letter of Appointment letter

Supervisor’s Appointment.
UPTrackS
IPSis will download list of approval Screen Report

of supervisor nomination from JAF
IPSIS screen to make JKIPA working
paper.
IPSIS present to JKIPA for JKIPA Working paper and

endorsement. Minutes of meeting
JKIPA
IPSis update the list of supervisor in

system after endorse of JKIPA IPSIS > Supervisor List > Faculty
UPTrackS / SIMS meeting > Student List > Action > Update
> Endorse
END

47
FLOWCHART 4: PROGRESS REPORT MONITORING
START
Announce the due date of Announcement/ Display in

IPSis
Progress Report Submission Website
Student Present the research

progress in the Research
presentation / Colloquium /
Student IGS/RSCH/PROGRESS/2021
Seminar / Workshop
Student fill the Progress Report
Form and submit to supervisor
Evaluate the Progress Report

Supervisor and submit to the faculty (Head IGS/RSCH/PROGRESS/2021
of Postgraduate Studies )
CHECK
Head of Postgraduate 1. IGS/RSCH/PROGRESS/2021
presents the student progress
Studies / JKAPS/ Faculty 2. REPORT
report to JKAPS for approval
YES
Head of Postgraduate Studies 1. SIMS 6.5

Head of Postgraduate
updates student progress in 2. REPORT
Studies /Faculty
SIMS 6.5 3. IGS/RSCH/PROGRESS/2021
CHECK
IPSis reports the student’s 1. SIMS 6.5
IPSis progress in JKIPA meeting for 2. REPORT
YES
endorsement. 3. IGS/RSCH/PROGRESS/2021
IPSis update in SIMS 6.5 1. SIMS 6.5

IPSis
Database
1. Result
Student’s status displays in
Student 2. Student Portal
Student Portal
END

48
FLOWCHART 5: DEFENCE OF RESEARCH PROPOSAL
RESPONSIBILITY FLOWCHART PROCESS RECORD/DOCUMENT/SCREEN
START
Attend IPSis Research Skills Modules & Certificate of

Seminars (Year 1) and TIE2 for Attendance
Student/ IPSIS/
PhD student only
MASMED
Apply and submit proposal for - UPTrackS > Student > Research
plagiarism checking Proposal
Student/
Supervisor(s) - Turnitin Software.
NO Check similarity index (Less than - Originality Report / Dasar

30%) and insert to UPTrackS Plagiarisme UiTM dan
Student/ System. Pelaksanaannya (Versi 2.0)
Supervisor(s)
- UPTrackS > Supervisor > Action >
YES Proposal similarity Index
Confirmation for Defence of

Submissions of the required
Research Proposal, Originality
Student/ Head of documents for DRP
Report, Research Proposal, and
Postgraduate Certificate of Attendance (IPSIS
Studies/ Research Skills Seminar), TIE2
Supervisor(s) Certificate (PhD)
Appoint Chairperson, Panel of UPTrackS > KPPS > Proposal

Assessors. Invite supervisors and Endorsement (Endorse proposal
student for DRP Session student) > Panel List (Setup panel
Head of and Chairman)
Postgraduate
Studies Chairman and Panel will generate
letters of appointment and letters
invitation in UPTrackS System.
Defence of Research Proposal Research Proposal, DRP

Assessment and DRP Result will
Students/ Faculty key in in UPTrackS System.
UPTrackS > Panel > Assesment

Form

49
Chairman check the result from UPTrackS > Chairman > Action >
Panel and endorse for ranking Assessment Endorsement.
Chairperson mark.
Head of Postgraduate Studies UPTrackS > KPPS > Proposal

Head of report in JKAPS for endorsement. Assessment Endorsement > Action
Postgraduate > Sent to JKAPS
Studies
JKAPS Endorse the DRP Result Meeting minutes
JKAPS
Head of Postgraduate Studies UPTrackS > JKAPS > Proposal

Head of updates DRP result and student will Assessment Endorsement > Action
Postgraduate get the result after KPPS endorse > Endorse.
Studies in UPTrackS System. The mark will
auto update in SIMS.
END

50
FLOWCHART 6: CONVERSION FROM MASTER TO PHD
START
Application must be within 12

month for fulltime student Form 25A, Form 25B and
Supervisor/student and 24 months for part time form 25C, Evidences,
student from the registration Conference presentations or
date to the faculty. acceptance of publications
Head of Nomination of
Postgraduate A Chairperson and 2 expert Letter of appointment
Studies assessors
Student/Panel
Presentation of student’s
Research report
NO research work
NO YES
Head of Postgraduate Form 25A, Form 25B and

Head of
Studies presents to JKAPS form 25C, Evidences,
Postgraduate
for support and submit to Conference presentations or
Studies / JKAPS
IPSis acceptance of publications
NO
YES
CHECK
IPSis check the documents
IPSis and requirements and Letter to Dean IPSIS
prepare the working paper
YES
Working JKIPA minutes of
IPSis prepares working meeting
JKIPA paper to JKIPA for
YES endorsement
IPSis send offer letter to

IPSis Offer letter
student.
Student accepts and register Offer letter/ Registration

Student
as PhD student form
Change of student status in

IPSis SIMS and Student Portal
SIMS.
END

51
FLOWCHART 7: NOTICE OF INTENTION TO SUBMIT THESIS AND EXAMINER’S

NOMINATION
START
Student submit for thesis

Student Originality Report
plagiarism checking
NO The Supervisor ensures the

Supervisor(s) similarity index of the originality Originality Report
report must be within the
acceptable level as stated by
IPSIS
YES
1. Notice of Intention to Submit
Endorse Notice of Intention to Thesis Form (IGS / RSCH /
Supervisor/ Head of Submit Thesis Form. Supervisor INTENT / 2021)
Postgraduate Studies submit Thesis Examiners 2. originality report
Nomination forms 3. Examiners Short CV Forms
4. Supervisor Declaration form
5. Examiners Acceptance Form
NO Head of Postgraduate Studies
prepares & presents the
Studies / Faculty/ Template nomination of examiner
Nomination of Examiners in
JKAPS
JKAPS meeting
YES
NO 1. Cover letter,
Approve by JAF and sent result
Faculty/ JAF 2. Printed template from IGS
to IPSis
TRATO
YES
Faculty send appointment letter

Faculty/ Examiner Appointment letter
to examiners with the thesis
1. JKIPA minutes
2. Working paper
IPSis/ JKIPA IPSis present to JKIPA for
3. Printed template from IGS
endorsement
TRATO
IPSIS IPSis TRATO

IPSIS update in IPSIS TRATO
END

52
FLOWCHART 8: THE PROCESS OF THESIS SUBMISSION TO VIVA VOCE
START
Student Submit document for

Originality Report and Turnitin
plagiarism checking to the
Faculty
NO
The similarity index of the
Supervisor(s) Originality Report
originality report must be less
than 30% as stated by IPSis.
YES
1. Thesis Submission Form
(IGS / RSCH /
SUBMIT_THESIS / 2016)
Student/Faculty Endorse “Thesis Submission” 2. Prove of publications*
form and thesis to Faculty 3. Payment of thesis
examination
*Indexed Publication by
NO ERA, SCOPUS or WoS
Check documents and

Head of Postgraduate Spiral Bound Copies of Thesis
organise the viva date with
Studies / Faculty/ and Thesis Submission Form
examiner and submit the
Examiners
YES document
Appointment letter, Thesis

acceptance report, Thesis
Faculty Send thesis to examiners Acceptance Form, examiners
concluding statement,
Examiners’ Report
Examiners Report
Head of Postgraduate Reminder within six (6) weeks
Receive examiners reports
Studies /Examiners exclude one week after sent
Thesis to examiner
NO
Head of Postgraduate Flight ticket, transport and
Preparation before viva
Studies /Examiners accommodation (if needed)
YES
Result Viva
Viva voce Examiner Feedback
Studies /Student
Viva-voce Meeting minutes
END

53
FLOWCHART 9: ONLINE VIVA-VOCE
Start
Thesis
STUDENT Submit thesis
Send thesis to examiner and

CPS Thesis
set viva date
Set the online viva-voce and

get agreement from student
CPS Email
and examiners
Submit thesis report via Thesis report

EXAMINERS
email Concluding remarks
Invite online viva-voce by

CPS Email
email
Appoint the chairperson and

DEAN/ CPS Appointment letter
minute taker
Email
Set and conduct the online
CPS Online platform
viva-voce trial
Checklist Appendix 1
Set and conduct the online

CPS Email
viva-voce session
Finish

54
FLOWCHART 10: VERIFICATION OF PLAGIARISM

START
i. Thesis Examination
Reports
Viva Voce
Plagiarism detected ii. Minute of viva voce
Committee
iii. Evidences
Prepare documents for the

CPS
disciplinary board of faculty
i. Thesis Examination Reports

ii. Minute of viva voce
Disciplinary Board Assess and verify the
CHECK iii. Evidences
of faculty plagiarism
iv. Minute of meeting
NO i. Thesis Examination Reports

ii. Minute of viva voce
Approve the result of viva
JAF iii. Evidences
voce
YES iv. Minute of meeting
Faculty issue the result viva

CPS Letter to Dean IPSIS
voce
Student can proceed for

Student appeal process within 30 Appeal letter and evidence
working days
NO
Check and prepare the Application form, paperwork,
IPSis
paperwork to JKIPA meeting JKIPA minute of meeting
YES
IPSis presents to JKIPA for
Senate NO Meeting minute
endorsement of the result
YES
IPSis IPSis updates in SIMS Letter to Dean IPSIS
IPSis issue approval letter to

IPSis SIMS
student
END

55
FLOWCHART 11: POST-VIVA PROCESS & ENDORSEMENT OF RESULTS

START
Announce the Viva voce result Result, minute of viva, examiner

Chairman viva voce
and return the result to IPSIS report, correction thesis
List of Form
1) Verification of Thesis
correction after viva
Give correction document to
IPSis/ Faculty 2) Endorsement of correction
student
made as required by
thesis examiner
A list process after viva voce
Student made the correction

Process Correction
according to Viva Voce result
NO NOT
SUBMIT (D10)
Check and verify corrections Turnitin screening by supervisor

Supervisor
made with turnitin only
YES
Return document to IPSIS/Faculty:

Student submit the correction 2) Endorsement of correction
to IPSis/Faculty made as required by
thesis examiner
3) Corrected thesis
NO
INSUFFICIENT List of documents send to

ION THESIS examiner :
CORRECTION
(FAIl)
Send corrected thesis to
Examiner correction after viva
examiner
2) Endorsement of correction
made as required by
thesis examiner
YES
3) Corrected thesis
List of document for formatting

thesis
Inspection for formatting
2) Endorsement of correction
made as required by
thesis examiner
3) Corrected thesis

56
Issue Letter of clearance (to

IPSIS Letter of Clearance
bind thesis)
Submit finalized hardcopies

Student Thesis and CD
(thesis) and soft copies (CD)
Working paper with candidate’s

Present candidate’s result for
IPSIS/Senate result and Minutes of Senate
Senate endorsement
Meeting
YES
Endorse Candidate for

IPSis/ Senate Minutes of Senate Meeting
Convocation
IPSis Update student status SIMS 6.5
Send end of study letter to

IPSis/ Student End of Study Letter
student
YES
END

57
FLOWCHART 12: APPEAL PROCESS

START
Application list at
Download and submit the https://IPSis.uitm.edu.my/v2/ind
Supervisor/student
application from ex.php/download/38-
postgraduate-research-forms
Supervisor will check and

Supervisor Application form
support
Head of
CHECK Check and prepare the Application form, paperwork,
Postgraduate
paperwork to JKAP meeting JKAPS minute of meeting
Studies
No Studies presents to JKAPS
JKAPS Meeting minute
for approval to reinstate
YES student status (D10&GT)
Faculty issue approval letter

Faculty/ Student Letter to Dean IPSIS
to student
Head of
Postgraduate SIMS
Studies updates in SIMS
Studies
END
Check and prepare the Application form, paperwork,

IPSis
paperwork to JKIPA meeting JKIPA minute of meeting
YES IPSiS presents to JKIPA for

NO approval to reinstate student
IPSis/ JKIPA Meeting minute
status (D10,GT) for previous
semester, D11 & RMTP
YES
IPSis issue approval letter to
IPSis Letter to Dean IPSIS
student
IPSis IPSis updates in SIMS SIMS
END

58
FLOWCHART 13: APPEAL TO REVIEW VIVA VOCE RESULT (GV STATUS)
START
Student submit appeal 1. Appeal letter

Student letter and attach all the 2. Relevant documents
supporting documents.
Supervisor will check and 1. Appeal letter

Supervisor 2. Relevant documents
support
1. Appeal letter
Head of 2. Documents from Student
Postgraduate Check and prepare the 3. Thesis reports
Studies / Center paperwork to JAF 4. Viva voce meeting minutes
for Postgraduate CHECK meeting 5. Chronology
Studies 6. Student’s file
1. Appeal letter
2. Documents from Student
Head of No 3. Thesis reports
Postgraduate Head of Postgraduate 4. Viva voce meeting minutes
Studies Studies presents to JAF 5. Chronology
JAF YES 6. Student’s file
7. Meeting minutes
1. Appeal letter
3. Thesis reports
Independent 4. Viva voce meeting minutes
Thesis Review Review and investigate 5. Chronology
Committee 6. Student’s file
YES 7. Report and
recommendation
Independent Independent Thesis 1. Report and

Thesis Review Review Committee recommendation
Committee presents in the JAF 2. Meeting Minutes
JAF meeting
1. Appeal letter
NO
3. Thesis reports
4. Viva voce meeting minutes
Check and prepare the 5. Chronology
IPSis paperwork to JKIPA 6. Student’s file
meeting 7. JAF Meeting minutes
8. Report and
recommendation
9. Working Paper

59
YES 1. Appeal letter

3. Thesis reports
4. Viva voce meeting minutes
5. Chronology
IPSis presents to JKIPA 6. Student’s file
JKIPA
for approval 7. JAF Meeting minutes
8. Report and
recommendation
9. Working Paper
10. JKIPA meeting minutes
Result of appeal to
IPSis Letter
student
IPSis IPSis updates in SIMS SIMS 6.5
IPSis END SIMS

60
SECTION 3: APPENDICES

61
APPENDIX 1: LIST OF ENGLISH ENTRY REQUIREMENT FOR POSTGRADUATE

PROGRAMMES IN UITM

62
APPENDIX 2: LIST OF LIST OF ADDITIONAL JOURNALS THAT CAN BE ACCEPTED FOR

THE PUBLICATION REQUIREMENTS BY THE RESPECTIVE FACULTIES
FACULTY LIST OF ADDITIONAL JOURNALS

Faculty of Art & Design 1. International Journal of Art and Art History
2. International Journal of INTI
3. Jurnal ISI (Inspirasi, Seni & (Intelektual)
4. Jurnal of ISI Yogyakarta
5. Sequential Arts and Digital Content Studies
Faculty of Architecture, Panning & 1. Asian Journal of Environment-Behaviour Studies
Surveying (ajE-Bs)
2. The Asian Journal of Quality of Life (AjQoL)
3. International Surveying Research Journal (ISrJ)
4. Journal of Design + Built
5. Jurnal Lanskap Indonesia
Faculty of Law 1. Malayan Law Journal
2. Current Law Journal
1. Journal of Music Research (Uni Melb)
Faculty of Music 2. Ethnomusicology Review (UCLA)
3. Riffs Journal (Birmingham CU)
4. The Chamber Music Journal
5. Asian Journal of Behavioral Sciences
6. Asian Journal of Research in Education and Social
Sciences

63
APPENDIX 3: ONLINE VIVA-VOCE CHECKLIST

Student’s Name :
Student’s ID :
Programme Code :
Date :
Time :
Online Platform 1 :
Online Platform 2 :
ATTENDANCE (/):
Student :
Internal Examiner :
External Examiner :
External Examiner II :
(if required)
Minute Taker :
Main Supervisor :
Co-Supervisor I :
Co-Supervisor II :
Secretariat I :
Secretariat II :
CHECKLIST
Audio Video Waiting room Digital Internet
document bandwidth
Student
Internal Examiner
External Examiner (local)
External Examiner
(International)
(If Applicable)
Minute Taker
Main Supervisor
Co-Supervisor I
Co-Supervisor II
Secretariat I
Secretariat II
*Please indicate Good or Not Good
The Online Viva-Voce can be conducted on :

The Online Viva-Voce cannot be conducted : (Reason)
Please tick
Prepared By
_____________________________________
( )
64
GLOSSARY
IPSis : Institute of Post Graduate Studies
Head of Postgraduate Studies : Ketua Pengajian Pasca Siswazah
JKIPA : Jawatankuasa Induk Penilaian Akademik
JKAPS : Jawatankuasa Kecil Akademik Pengajian Siswazah
JAF/ JAN : Jawatankuasa Akademik Fakulti/ Jawatankuasa Akademik UiTM Negeri
DRP : Defence of Research Proposal

65
ACKNOWLEDGEMENT
Appreciation goes to the following names for their continuous support and invaluable contribution
towards the completion of this Process and Procedures of Graduate Research Degree Programme:
1. Amad Hamdan Jemiran 19. Kalsom Salleh
2. Amrizah Kamaluddin 20. Kartini Kamaruddin
3. Fatimah Ayub 21. Mohammad Nawawi Seroji
4. Mohd Azrul Zakaria 22. Mohd Khalid Mohd Abas
5. Ismail Ahmad
23. Noorzan Mohd Noor
6. Jaafar Pyeman
24. Raja Munirah Raja Mustapha
7. Kamarularifin Abd Jalil
25. Ros Aizan Yahya
8. Muliyadi Mahamood
9. Raja Munirah Raja Mustapha 26. Sarina Md Yusof
10. Ramlah Mohd Tajuddin 27. Sharifah Aminah Syed Mohamad
11. Ros Aizan Yahaya 28. Siti Halijjah Shariff
12. Sharifah Aminah Syed Mohamad 29. Zubaidah Zainal Abidin
13. Siti Halijjah Shariff 30. Zuhaina Zakaria
14. Siti Noor Hajjar Md Latip 31. Zuridah Hassan
15. Suhaina Nadia Laili Suhairi 32. Prof. Sr. Dr Hj Abdul Hadi Bin Nawawi
16. Worran Hj. Kabul
17. Zubaidah Zainal Abidin 33. Prof. Dr Haslinda Binti Yusoff
18. Zuridah Hassan

66
END

67

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Process Procedure 2021

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Process & Procedures for Postgraduate Research Programs

INSTITUTE OF POSTGRADUATE STUDIES

Master’s and Doctoral Degree Programme by Research

Process and Procedures of Postgraduate

Research Degree Programmes (Amendment 2021)

The Academic Rules & Regulations (Amendment 2021) is an important

1. ZUHAINA BINTI ZAKARIA

LIST OF EDITORS ........................................................................................................................... i

7.3 DRP Session .................................................................................................................. 17

13.4.2 Specific Criteria................................................................................................................ 37

SECTION 1: PROCESS & PROCEDURES

Institut Pengajian Siswazah (IPSis)

Institut Pengajian Siswazah (IPSis)

2 APPLICATION AND STUDENT SELECTION

2.1.2 Doctoral Degree

Institut Pengajian Siswazah (IPSis)

2.1.3 Local Application

2.1.3.2 Submission of Application

2.1.4 International Application

Bank : BANK ISLAM MALAYSIA BERHAD

ii) For International applicant NOT RESIDING in MALAYSIA

Institut Pengajian Siswazah (IPSis)

b) Nominate panel of interviewers for an interview session (if applicable),

2.2.1 Local Applicants

2.2.2 International Applicants

2.2.3 UiTM’s Graduates and Final Semester Students

2.4 Change of Application

Institut Pengajian Siswazah (IPSis)

Institut Pengajian Siswazah (IPSis)

3.1 New Student

3.1.3 Registration process

3.2 Returning student

Institut Pengajian Siswazah (IPSis)

3.2.1 Reinstate Student

Institut Pengajian Siswazah (IPSis)

4 PROCESS OF ACADEMIC APPLICATION

4.5 Deferment of Academic Semester (TG)

Institut Pengajian Siswazah (IPSis)

e) Approval by JKIPA for applications beyond the duration of study.

Institut Pengajian Siswazah (IPSis)

5.1 Doctoral Degree

Institut Pengajian Siswazah (IPSis)

e) Where a student is working with the industry or an organisation, it is advisable to appoint

5.3 Changing of Supervisors

another university can only be appointed as a Co-Supervisor. On the other hand, a

Institut Pengajian Siswazah (IPSis)

6 RESEARCH PROGRESS REPORT

Institut Pengajian Siswazah (IPSis)

7 DEFENCE OF RESEARCH PROPOSAL (DRP)

Institut Pengajian Siswazah (IPSis)

2 80 - 89 Accepted with minimal amendments. Main Supervisor

The amendment must be verified by

3 70 - 79 Accepted with minimal amendments. DRP Panels

The amendment must be verified by

4 65- 69 Major amendments. Re-DRP

The student has to re-submit the

5 <65 Rejected. Re-DRP

Student is required to submit and

Institut Pengajian Siswazah (IPSis)

8 CONVERSION FROM MASTER TO DOCTORAL PROGRAMME

Institut Pengajian Siswazah (IPSis)

h) IPSis will checked all the requirements such as:

Institut Pengajian Siswazah (IPSis)

9 ACADEMIC INTEGRITY OF THE THESIS/DISSERTATION